Terms of Business

Dovetail Insurance Services is a Limited Company


Accepting our Terms of Business
By asking us to quote for, arrange or handle your insurances, you are providing your informed agreement to these Terms of Business. We draw your particular attention to the section headed ‘Use of personal data’ the sub-section titled ‘Credit checks’, and also the section headed ‘Handling money’, which explains our terms for handling client money in trust for you. For your own benefit and protection, you should read these terms carefully. If you are unsure about any aspect of our Terms of Business or have any questions regarding our relationship with you, please contact us at 5 The Walk, Beccles, Suffolk. NR34 9AJ.
 
The Financial Conduct Authority 
Dovetail Insurance Services Limited is authorised and regulated by the Financial Conduct Authority (FCA). Our Financial Services Register Number is 306866. Our permitted business is introducing, advising, arranging, dealing as agent, and assisting in the administration and performance of general insurance contracts. You may check this by visiting the FCA’s website https://register.fca.org.uk/ or by contacting the FCA on 0800 111 6768.
 
Our Service 
Our role is to advise you and, after we have assessed your needs, to provide you with a personal recommendation explaining why the insurance product recommended best meets your requirement. Where we can offer the availability of an instalment facility in order to pay the insurance premium by regular payments, we do not offer advice or make personal recommendations in relation to this, but we may ask some questions to narrow down the selection of options available; you will then need to make your own choice about how to proceed. We will provide you with comprehensive information early enough for you to make an informed decision about the proposed insurance.  
 
We act as an insurance intermediary, not an insurer. We will usually act on your behalf when arranging your insurances, when helping you make any changes to your policy, when you renew your insurance and in the event of a claim. If there are any circumstances where we act as an agent of the insurer, we will let you know the capacity in which we act before we finalise your Insurance arrangements.  
 
We select, from a fair and personal analysis of the market, the following products: Home, Bed and Breakfast, Commercial, Specialist Buildings, Building Works and Renovations, Holiday Homes, Motor, Travel, Events, Fine Art and Antiques, Jewellery, Farms and Estates, Shoot Cancellation.
 
Complaints and Compensation
We aim to provide you with a high level of customer service at all times but, if you are not satisfied, please contact us:
 
In writing: Dovetail Insurance Services Ltd, 5 The Walk, Beccles, Suffolk NR34 9AJ
By telephone: 01502 473330
 
When dealing with your complaint, we will follow our complaint handling procedures: a summary of these is available on request. If you are still not satisfied, you may be entitled to refer the matter to the Financial Ombudsman Service (FOS).
 
An eligible complainant includes: 
  • Consumers (private individuals acting for purposes which are wholly or mainly outside that individual’s trade, business, craft, or profession)
  • Micro-enterprises (businesses employing fewer than 10 persons and with a turnover or annual balance sheet total not exceeding £2 million) 
  • Other small businesses (with an annual turnover of below £6.5 million, and less than 50 employees or with an annual balance sheet total of below £5 million) 
  • Charities with an annual income of under £6.5 million 
  • Trustees of a trust with a net asset value of under £5 million 
  • Certain types of Guarantor 
For further information you can visit the FOS website: www.financial-ombudsman.org.uk
We are covered by the FSCS, Financial Services Compensation Scheme for our insurance distribution activities. You may be entitled to compensation from the scheme if we cannot meet our obligations. This depends on the type of business and the circumstances of the claim. If you are eligible to claim from the FSCS, compensation is available in relation to insurance advising and arranging as follows: 
 
  • 90% of the claim, without any upper limit; 
  • 100% of the claim without any upper limit for: 
  • Compulsory classes of insurance (such as Third-Party Motor or Employers Liability); 
  • ‘pure protection’ contracts, professional indemnity insurance, and general insurance claims arising from the death or incapacity of the policyholder owing to injury, sickness or infirmity, all where the insurance intermediary has failed to pay money to an insurer, pay away money it has received from an insurer, or has failed to take steps to allow the insurer to effect the contract of insurance. 
FURTHER INFORMATION ABOUT COMPENSATION SCHEME ARRANGEMENTS IS AVAILABLE FROM THE FSCS ON 0800 676 1100 (freephone) or 020 7741 4100 of www.fscs.org.uk 
 
Payment for our Services 
We normally receive commission from insurers, product providers and, where applicable, finance providers. Any commission we receive will be paid by the insurer or product provider from the insurance premium or finance repayment. 
 
We do not charge any additional fees (payable by you) for handling your insurance unless we have agreed these with you in advance. Any fees we do charge will be confirmed prior to the finalisation of your insurance arrangements. You are entitled, at any time, to request information regarding any commission which we may have received as a result of placing your insurance business. 
 
We also draw your attention to the sections headed ‘Cancellation of insurances’ and ‘Ending your relationship with us’ 
 
Financial Crime 
Please be aware that current UK money laundering regulations require us to obtain adequate ‘Know Your Client’ information about you. We are also required to cross check you against the HM Financial Sanctions List as part of the information gathering process. We are obliged to report to the Serious Organised Crime Agency any evidence of suspicion of financial crime at the first opportunity and we are prohibited from disclosing any such report. 
 
Handling money 
Our financial arrangements with most insurance companies are on a ‘Risk Transfer’ basis. This means that we act as agents of the insurer in collecting premiums and handling refunds due to clients. In these circumstances such monies are deemed to be held by the insurer(s) with which your insurance is arranged. 
 
Cancellation of insurances 
You should make any request for the cancellation of a policy to the contact details included within this Terms of Business, either by letter, e-mail or phone and where requested any relevant certificate of insurance must be returned to us or to the insurer concerned. In the event of cancellation, charges for our services will apply in accordance with the ‘Payment for our services’ above. The terms of your policy may allow insurers to retain the premium in full or to charge short-period premiums in the event of cancellation before the policy expires. 
 
Ending your relationship with us 
Subject to your immediate settlement of any outstanding premiums and fees, you may instruct us to stop acting for you and we will not impose a penalty. Your instructions must be given in writing and will take effect from the date of receipt. 
 
In circumstances where we feel we cannot continue providing services to you, we will give you a minimum of 7 days’ notice. Valid reasons may include non-payment of premium or fees, commission clawback by insurers where instructions are given to another party to handle the customer’s insurance(s), failure to provide requested documentation or information, deliberate failure to comply with terms set out within the Terms of Business or insurer’s documentation, deliberate misrepresentation or non-disclosure or attempted fraud, use of threatening or abusive behaviour or language, or intimidation or bullying of our staff or suppliers. 
 
Unless otherwise agreed in writing, if our relationship ends, any transactions previously initiated will be completed according to these Terms of Business. You will be liable to pay for any transactions concluded prior to the end of our relationship and we will be entitled to retain commission received for conducting these transactions. 
 
Your responsibilities 
If you are a consumer. You are responsible for answering questions in relation to any proposal for insurance cover honestly and to the best of your knowledge, providing complete and accurate information which insurers will require. This also applies to your responses in relation to any assumptions you may agree to in the process of applying for insurance cover. This is particularly important before taking out a policy but also at renewal or if you make a mid-term amendment to your policy. If you fail to disclose information, or misrepresent any fact which may influence the insurer’s decision to accept the risk or the terms offered, this could invalidate the policy and mean that claims may not be paid. 
 
If you are a commercial customer, you are responsible for providing complete and accurate information which insurers require in connection with any proposal for insurance cover. You have a duty to give a fair presentation of risk to the insurer. You should disclose every material circumstance relevant to the risk being insured following a reasonable search within your business to identify and verify such information. This should include information which you and, where applicable, your senior management, persons responsible for arranging your insurance or other relevant third parties know or ought to know. It should include all information that would influence the judgement of the insurer or that would put the insurer on notice that it needs to make further enquiries. 
 
Examples of material circumstances are: 
  • Special or unusual circumstances relating to the risk; 
  • Any particular concerns which led you to seek insurance cover for the risk; and 
  • Anything which those concerned with the class of insurance and field of activity in question would generally understand as being something that would be dealt with in a fair presentation of risks for this type of insurance. 
The information must be presented in a way which would be reasonably clear and accessible to a prudent insurer. If you are unsure whether to disclose any information you should speak to us. You need to take into account the size and complexity of your business, and allow yourself sufficient time before your renewal date to consider and / or assess your insurance requirements. 
 
Failure to provide a ‘fair representation’ may result in a number of remedies by the insurer. If the breach was deliberate or reckless the insurer can void the contract and keep the premium. If the breach was not deliberate or reckless the insurer can void the contract, proportionately reduce a claim settlement or amend the insurance policy terms and conditions then review the merits of a claim on this basis. 
 
You should therefore always provide complete and accurate information to us when we ask you about the insurance risks your business faces before taking out a policy, at renewal and throughout the life of the policy. This also applies to your responses in relation to any assumptions you may agree to in the process of applying for insurance cover. 
 
All customers must check all details on any proposal form or Statement of Facts and pay particular attention to any declaration you may be asked to sign. It is important that you read all insurance documents issued to you and ensure that you are aware of the cover, limits and other terms that apply. Particular attention must be paid to any warranties and conditions as failure to comply with them could invalidate your policy or mean that claims may not be paid. 
 
You must inform us immediately of any changes in circumstances which may affect the services provided by us or the cover provided by your policy. If you are unsure about any matter, please contact us for guidance. 
 
Use of Personal Data 
In your dealings with us you may provide us with information that may include data that is known as personal data. Where we process personal data, we comply with statutory data processing requirements as set out by the Data Protection Act 2018. The personal data we will collect will include information relating to your name, address, date of birth, contact details and health. 
 
In administering your insurances it will be necessary for us to pass such information to insurers and other relevant product or service providers which may also provide us with business and compliance support. We may also disclose details to relevant parties, as necessary, to comply with regulatory or legal requirements. We will not otherwise use or disclose the personal information we hold without your consent. Some of the details you may be asked to give us, such as information about offences or medical conditions, are defined by the Act as special category data. By giving us such information, you signify your consent to its being processed by us in arranging and administering your insurances. In processing personal data for insurance purposes about health or criminal offences, we will only do so to enable us to provide our service to you and on the basis of it being in the public interest. 
 
The Data Protection Act 2018 provides you with Access Rights that allow you to gain an understanding on the data being processed, who we share it with, for what purpose, why we need to retain it and retention periods, to object to the processing and to place restrictions on the processing, to request copies of your data and to request the deletion of your data. 
 
If you require further information on how we process your data or you wish to exercise your rights, please contact Amelia Robertson-Young using the contact details above. How we process your personal data is detailed further within our Privacy Notice www.dovetailinsurance.co.uk/privacy-policy 
 
Credit Checks 
We and other firms involved in arranging your insurance (insurers or other intermediaries we use) may use public and personal data from a variety of sources including credit reference agencies and other organisations. The information is used to help tailor the price, to ascertain the most appropriate payment options for you and to help prevent fraud. If you have any questions about this or any other matter, please do not hesitate to contact us. 
 
Conflict of interests 
Occasions can arise where we, or one of our associated companies, clients or product providers, may have a potential conflict of interest with business being transacted for you. If this happens, and we become aware that a potential conflict exists, we will write to you and obtain your consent before we carry out your instructions and we will detail the steps we will take to ensure fair treatment.
 
Claims handling arrangements You should take note of the required procedures in the event of a claim, which will be explained in the policy documentation. Generally, insurers require immediate notification of a claim or circumstances which might lead to a claim. We will employ due care and skill if we act on your behalf in respect of a claim. 
 
Governing Law 
These Terms of Business are constituted under English Law and shall be subject to the sole jurisdiction of the Courts of England and Wales.  

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